Records, Registration, FERPA, and Calendars

1
Records, Registration, FERPA, and Calendars

• Presenters
• Heather Chermak, Assistant Registrar
• Tom Watts, Special Programs Manager

2
Orientation

• Students learn the registration process at
  orientation
• All students are invited to attend at time of
  admission
• Students are invited to attend additional
  orientations through the list serve

3
Orientation

• What is the best timing to invite the dual
  student to orientation
• With new students?
• With new transfer students?
• Immediately before classes begin?

4
Advising

• Advising at both institutions
• Program
• Develop collaboration between advisors at both
  institutions
• How to prevent the student from falling through
  the cracks

5
Records

• Each partner institution maintains
• a separate records system
• a separate registration system
• Academic credit from a partner institution is
  transfer credit
• Transfer credit does not have a special
  designation on the transcript

6
Web Registration at OSU

• Dual students are eligible to register for ten
  terms without registration activity.
• Non-dual students are eligible to register for
  four terms without registration activity.

7
Web Registration at OSU

• Financial Aid reviews both registrations to
  consider awards.
• Please attend the Financial Aid session for more
  details.

8
Enrollment Verifications

• Each institution reports its own enrollment
• Students must provide two documents to parties
  requesting verification
• National Student Clearinghouse
• Total enrollment is reported by home institution
  OFAX (Oregon Financial Aid Exchange)

9
Data Exchange

• Each institution determines what data it
  exchanges
• All partner schools use EDI (Electronic Data
  Interchange) to transmit academic data

10
FERPA

• Each institution defines directory information
  for its students
• The MOU should define the types of information
  exchanged and the access permitted to partners
• E.g. Social Security Number

11
Calendar

• Partner institutions may be on different
  calendars
• Different start dates
• Coordination of financial aid disbursement
• Combined billing unavailable
• Refunds from one institution may be needed to pay
  expenses at the other

12
Other Special Considerations

• Access to institutional services
• ID cards
• Library
• Disability service
• Housing
• Counseling service
• Health service
• Football tickets and other activities
• Veterans benefits

13
Other Special Considerations

• How to recognize students who excel
• Letter of Recognition for Academic Success
• Honor Society
• Potential research and analysis
• Create a FAQ

14
What are your questions?

• Thank you for attending.
• Enjoy the conference!